Page 1 of 6 Henry David Thoreau Elementary PTA Budget Notes Report 2018 Financial Year A. Fixed Operating Expenses Carryover* Budget Income $20,000.00 Budget Expense $0.00 2017-18: WSPTA recommends 6 mos operating expenses = $50k = $38k in Banner MM + $12k in Banner Checking 12/7/17: **Note for 2018-19** Will need to increase Ribbit Run budgeted income to account for $15K in "Carryover" that we brought over from 2016-17 Founders Day Luncheon* Budget Income $0.00 Budget Expense $150.00 2016-17: only allowed 5 people. Meredith says to keep budget at $150 next year. 2015-16: 7 people x $30 a head, mandatory luncheon put on by the PTSA Principal Secretary or Office Manager PTA Board Member 2 Acorn Winners 2 Outstanding Educator Gambling License (not required)* Budget Income $0.00 Budget Expense $0.00 10/10/16: Per email from jess.lohse@wsgc.wa.gov, we do not need gambling license. Our gross receipts for raffles and bingo is very low. The law for a 501(c)3 to NEED a gambling license is for up to two Bingo games per year totaling more than $5000 combined income or two Raffle drawings totaling more than $5000 combined income in one year. 2015-16: Not us this year. Legislative Issues* Budget Income $0.00 Budget Expense $1,000.00 Includes Bond/Levy contribution + Leg Ass'bly 11/13/17: Per Amy, do not need this year, can reallocate. But will be needed in 2018-19. 2017-18: Increased to four at Legislative Assembly. 1/11/17: Hotel not needed this year (2016-17), however should be continued in budget for 2017-18. 9/19/16: Board approved budget adjustment from ($100) to ($450) to allow two members to attend Legislative Assembly (hotel + attendance, $175 per person) Legislative Assembly is the official membership meeting where WSPTA s members determine the endorsed platform for the association, in Tacoma, October each year. Hotel. LWPTSA Council* Budget Income $0.00 Budget Expense $100.00 Per Collette Ulloa, 10/27/16: this is "a scholarship assessment that all PTA's are required to send to council each fall. It is in addition to the scholarship auction basket." Bring check with basket. Money Minder Software* Budget Income $0.00 Budget Expense $175.00 2016-17: was paid at the end of 2015-16 budget Paper/Copying/Postage* Budget Income $0.00 Budget Expense $1,000.00 2/2017: Approved expense increase to $1,000 to ensure at least $500 to Thoreau for photocopy fees 1/11/17: How to reimburse Thoreau for photocopy fees (separate from green PTA paper)? Per President, in April-May 2017, we pay Thoreau the balance of the budget for the year, and then prepay that amount at the beginning of 2017-18 school year. Emailing Kim Lucas should be "close to $300". May have to bring up budget reallocation request to board.
Page 2 of 6 PTA Marketing* Budget Income $0.00 Budget Expense $500.00 2017-18: Includes $108 for Annl SUG premium to get emails, banners for various events 4/2017: Includes online survey expense $30 2/2017: Increased expense to account for purchase of personalized PTA pop-up tent for various events. PTA Meetings* Budget Income $0.00 Budget Expense $400.00 2017-18: Should include various informal "Coffees" 2016-17: Expenses including muffins, coffee, tea, napkins, etc. PTATrainingConvention/Workshops* Budget Income $0.00 Budget Expense $500.00 Includes WSPTA State Convention, held all over state, in May. SecOfState Corp Renew (Feb)* Budget Income $0.00 Budget Expense $30.00 10/20/16: Per Board email approval, 10/15-18, increased budgeted expense from $10 to $30 to accommodate $10 for standard update in February, board update in June, and other governor updates throughout the year (per PTA recommendation). 9/27/16: Per PTA & the Law, it is recommended to budget $10 renewal fee, plus $10 for any officer updates throughout the year. B. PTA Membership PTA Membership Donation Budget Income $0.00 Budget Expense $165.00 2018-19: Must spend down $162 donated in 2017-18 but unable to give away. Then remove this line item from budget. 1/3/18: Designated Funds. Need to carryover any overages. But best to spend it. PTA Membership* Budget Income $3,475.00 Budget Expense $2,850.00 2017-18: Update to Single $12, Family $22 C. Fundraising Events Mini Auction at Spring Carnival* Budget Income $1,000.00 Budget Expense $0.00 2016-17: 2/9/17 (jerb): A portion of the funds go to the Library Collection Update, per meeting agreement, 2/7. 12/7/16 (jerb): Last spring, Kelley Captain donated a trip to Whistler, and Nick Ericson was the highest bidder for $500. Unfortunately, Ms. Captain provided the wrong dates, and when she contacted Mr. Ericson, he was unable to go. The auction committee contacted the next highest bidder, Dave Hasslinger, who was able to go, and purchased the trip for $400. With advice from Mindy Lincicomes, LWPTA treasurer, reimbursed Nick Ericson $500 Ck 1194 12/7/16. See check stub for documentation. 9/7/16 (jerb): Rec'd late checks and cash from 2015-16 Auction, $1,767 deposited 9/7/16. Ribbit Run* Budget Income $25,000.00 Budget Expense $1,000.00 9/19/16: Board voted to reallocate $500 inc/$40 exp to "Student Art Fundraiser"; and reallocate $350 inc to the Legislative Advocacy expense line item. 12/7/17: **Note for 2018-19** Will need to increase Ribbit Run budgeted income to account for $15K in "Carryover" that we brought over from 2016-17 Silent Auction* Budget Income $8,000.00 Budget Expense $5,000.00 Every other year 1/11/18: Per membership approval, reallocated $6K Income, $3K Expense as we are not doing this this year Student Art Fundraiser* Budget Income $2,200.00 Budget Expense $0.00
Page 3 of 6 9/19/16: Board voted to add this line item, reallocating $500 inc, and $40 exp from Ribbit Run line. D.Non-Event Fundraising Programs Box Tops* Budget Income $150.00 Budget Expense $0.00 6/13/18: Submission period Nov-Feb rec'd May. Next period is Mar-Oct, ck will be sent Dec. Company Matching Donations* Budget Income $8,000.00 Budget Expense $0.00 2017-18: $808.36 carried over from 2016-17 Company Matching Volunteer Hrs* Budget Income $1,000.00 Budget Expense $0.00 1/11/18: Per Membership Approval adding line item with $4,000 income Donation General* Budget Income $2,000.00 Budget Expense $0.00 Includes Volunteer Company Matching E. School Safety Emergency Prep* Budget Income $0.00 Budget Expense $700.00 2017-18: $602.88 exp carried over from 2016-17 (food and H20) Herbicide Free Program* Budget Income $0.00 Budget Expense $350.00 2018-19: Snacks, water, bulbs; no mulch 2017-18: May include lunch for Community Serve Day 8/20/17 2016-17: Program changed, increased budget. 2015-16: Reduced to $100 based on receiving free mulch from the district. If this program changes, the budget needs to be increased. Outdoor Furniture* Budget Income $0.00 Budget Expense $1,000.00 2/2017: Added category to account for purchase of two outdoor garbage cans, requested by principal. Playground Equipment* Budget Income $0.00 Budget Expense $1,000.00 10/10/17: Reallocating $2230 expense from Safety Patrol Stipend, not needed. Safety Patrol Equipment* Budget Income $0.00 Budget Expense $115.00 Contact: Kelsey Korby Stipend, Safety Patrol* Budget Income $0.00 Budget Expense $0.00 10/10/17: District pays this, not PTA. Need to remove for 2018-19. Walk To School Week* Budget Income $0.00 Budget Expense $75.00 9/19/16: Board voted to add this line item and add $50-75 exp. F. Community Events Awards, Glden Acorn/Otstndng Ed* Budget Income $0.00 Budget Expense $400.00 2017-18: Increase to $200 for awards, and $100x2 for donations in their name to?
Page 4 of 6 Fall Dance Week - Gaylen* Budget Income $0.00 Budget Expense $2,300.00 He prefers to pick up his check at school, rather than mail. Family and Community Engagement 2016-17: Includes Multicultural Fair Budget Income $0.00 Budget Expense $200.00 Frog Day Popsicles* Budget Income $0.00 Budget Expense $150.00 PTA only responsible for popsicles Ice Cream Social* Budget Income $0.00 Budget Expense $500.00 9/19/16: 30 tubs donated from QFC, approx $150 Musical/Talent Show* Budget Income $0.00 Budget Expense $500.00 12/12/17: Board appr for $400 increase in budgeted expense to $800 for 4/5 Musical, per Mrs.Frank request (details in meeting notes) 6/2/17: Per email from Keri: We are NOT doing an all school musical. We have a proposal to do a 4/5 musical and have that be a new annual event. There will not be any other musicals next year or a talent show (talent show would be every other year)...no cake or balloons needed, but there are props, sets, etc. This is not a choir event, but the whole 4th and 5th so a separate line item would be needed. 2017-18: Sharon would like to do an off-site Musical. Budget not confirmed. Pantry Packs* Budget Income $0.00 Budget Expense $100.00 2017-18: Includes "PTA Pantry" (food relief in school) Spirit Wear* Budget Income $3,000.00 Budget Expense $3,000.00 2/2017: Did not buy and resell spirit wear this year; handled directly through online vendor. Expense accounts for PTA purchases used for giveaways throughout the year. Spring Carnival* Budget Income $5,000.00 Budget Expense $5,000.00 9/2017: $199.10 deposit from 2016-17 FunRent refund for broken cotton candy machine 5/31/17: Board approval to spend over budget $3,999 2/2017: Budget has not been updated in two years, needs to be adjusted as of 2017-18 Staff Appreciation* Budget Income $0.00 Budget Expense $1,000.00 5/7/18: Board approval to increase budget $40 2/2017: Increased budget expense to account for purchase of gifts and supplies for classrooms. Watch Dogs* Budget Income $0.00 Budget Expense $300.00 2017-18: Includes t-shirts Welcome Back Coffee* Budget Income $0.00 Budget Expense $100.00 9/19/16: Donated: $15 Flowers, $5 Card, $20 Balloons = $40 G. Student Programs Art Docent Program* Budget Income $0.00 Budget Expense $600.00 6/28/17: Approval to go over 2016-17 budget by $36.34, per Board
Page 5 of 6 Assemblies* Budget Income $0.00 Budget Expense $2,400.00 1/8/18: Board approval to reallocate $300 expense to PTA Grants, as Gayle will only be able to schedule one assembly this year. Enrichment Programs* Budget Income $30,000.00 Budget Expense $25,000.00 8/4/17: $1,116 Running Club Restrict Donation carried over from 2016-17 2017-18: No Wed classes; Free coordinator classes, rather than discounts Library Collection Update* Budget Income $0.00 Budget Expense $1,000.00 2/2017: Added category to account for long-overdue library collection update request from librarian. Planners & Folders* Budget Income $0.00 Budget Expense $1,300.00 For 4th/5th Grades 2/2017: Increased budget to account for actual expenditures ($1,000 carried over from 2015-16, and $1,000 pre-paid for 2017-18) 2016-17: Approx 65 Recess toys* Budget Income $0.00 Budget Expense $500.00 2016-17: Per Kelsey Korby, this is owned by IAs Safety Patrol Party* Budget Income $0.00 Budget Expense $115.00 6/6/17: Board approval to go over budget $18 to $133 Stipend, Choir (Full)* Budget Income $0.00 Budget Expense $3,100.00 2016-17: $30/child Per email from Klein, 9/27/16: The LWEA website will post the stipend amounts for the year. There is a general stipend and then different for Choir and Outdoor Ed. Stipend, Intramural* Budget Income $0.00 Budget Expense $0.00 1/11/18: Per Membership Approval, reallocating $3.5K exp 11/14/17: Not needed again, need vote to reallocate $3.5K 2/2017: Decreased $1,315 budget to zero as this stipend was not needed this year. Half-stipend paid by PTA, half paid by LWSD Stipend, Student Leadership* Budget Income $0.00 Budget Expense $0.00 5/2/17: Per Keri, We are doing a pilot student leadership program next year and will not be seeking a stipend. If the program continues and is permanent we will seek one for the 2018/19 school year. Half-stipend offered to faculty member willing to start a stud gov program. Involving extra time to plan/implement program and meet with kids. Yearbooks* Budget Income $4,000.00 Budget Expense $3,800.00 2016-17: no rate increase Rec'd late checks: $85.00 on 9/7/16 for 2015-16 yearbooks 2015-16: $17/student H. Fifth Grade Programs 5th Grade Graduation* Budget Income $0.00 Budget Expense $300.00
Page 6 of 6 10/10/17: Added $160 to budgeted expense to offset carryover, 74 5th graders this year 2017-18: $156.17 reimbursement carried over from 2016-17 Outdoor Education Scholarship* Budget Income $0.00 Budget Expense $2,150.00 2017-18: Rec'd board appr to increase budget $120 from $2,000 on 2/12/18 3 scholarships Stipend, Outdoor Education* Budget Income $0.00 Budget Expense $2,700.00 Two half-stipends Yearbooks - 5th Grade Grad Gift* Budget Income $0.00 Budget Expense $1,300.00 2017-18: 74 2016-17: 64 Gift to all 5th Graders J. Staff Support 3rd Grade - Daviscourt Budget Income $0.00 Budget Expense $200.00 2015-16: 6/5/16 Board agreement to exceed budget amount for End of year party for 2/3 grade by $37.10 Counselor - Powers* Budget Income $0.00 Budget Expense $200.00 10/10/17: Changing from $100 to $200 to account for new FT Field trips ($40 per student)* Budget Income $0.00 Budget Expense $18,800.00 2017-18: Increase from $15 to $40/student for two field trips. ~470 students. 2016-17: Estimated 420 students Physical Education - Korby* Budget Income $0.00 Budget Expense $200.00 2016-17: Per Kelsey, she likes to wait until after the spring Mariners Night to spend, bundling both income streams. PTA Grants* Budget Income $0.00 Budget Expense $2,000.00 1/8/18: Board approval to reallocate $300 from Assemblies Board approval to reallocate $700 from bottom line to PTA Grants in December 2018